Boston Architectural College

320 Newbury Street
Boston, MA 02115
www.the-bac.edu

Date Posted:
October 12, 2018

Region:
Central Massachusetts

Category:
Operations/Finance

Type:
Full-Time

Accounts Payable & Operations Coordinator

Description:

This position has a dual reporting structure and reports equally to the Controller and the Director of Administrative Operations. The Accounts Payable (AP) and Operations Coordinatoris primarily responsible for day-to-day aspects of processing payables and tasks related to the administration of the BAC operations including but not limited to the full cycle of the accounts payable process and facilitating and coordinating processes and day-to-day administrative operations for the College. Additional areas include ordering and maintaining office equipment and supplies and recommending procedures.


PRIMARY ESSENTIAL Functions:

1. Responsible for all accounts payable functions

· issue purchase orders and keep record of purchase orders

· match invoices to receipts and purchase orders

· input approved invoices and check requests

· schedule AP payments for approval by Controller/Assistant Controller

· run checks on a regular schedule

· ensure all AP/PO data entry is accurate for information, timeliness, due date, and general ledger charge numbers

· Train new employees on purchase order and invoice payment procedures

· Follow up, quarterly or sooner, on all open purchase orders with the originator

· Process according to the dates associated with the monthly/yearly closing

· Process invoices and PO’s appropriately

· Coordinate with Controller and Director of Administrative Operations, in a timely manner, to obtain additional help when needed for Accounts Payable or the Operations department responsibilities


2. Prepare general ledger entries for data entry processing corrections and other entries, as requested by the Controller/Assistant Controller. This responsibility is also shared with other members of the Finance Department. Assist with the management of various vendor services including but not limited to working with the Student Healthcare company, mail room/copy room site Supervisor, copier companies, U.S.P.S. stamp machines, printing vendors, office supply vendors, ordering of kitchen supplies, water filtration system and food and soda vending machines.


3. Assist in administering the Student Health Insurance program; serve as liaison to the insurance provider, communicate policies, procedures and cost to students and staff, respond to student inquiries, process student enrollment and waiver forms.


4. Interface with the Director of Administrative Operations, the Registrar, Bursar and Controller to ensure compliance with the BAC and Commonwealth of Massachusetts Healthcare requirements; in particular, the administration and maintenance of control records within our PowerCampus program, showing attention to detail, creating audit trails and reconciliation with other departmental records.


5. Coordinate and maintain institutional-wide office services

· Coordinate office supplies for the institution and the Office of Finance & Administration.

· Work with the mail room/copy room site supervisor to oversee kitchen maintenance at all locations as well as ordering and making sure the supervisor maintains kitchen supplies.

· Develop and maintain appropriate tracking systems and inventory spreadsheets for chargeback to various departments’ budgets for their supplies.

· Participate in new student orientation programs, as required.

· Assist with preparing for Commencement, including providing support on Commencement day.


6. Responsible for tracking the operations budget focusing on making sure vendors are charging the BAC appropriately as well as incoming payments from external vendor payments.


7. Assist in overseeing and managing the contracted personnel; mail room/copy room site Supervisor and trouble-shooting, manage the outsourced printing, copying, mailing, shipping, courier services and operations of the College which include developing and maintaining inventory spreadsheets charging back printing and mail jobs to the responsible departments along with policies and procedures relative to in house and any outsourced printing and mail services, vendor relations and assessments.


8. Develop and maintain resource manual for the Operation Coordinator’s day-to-day job responsibilities


9. Establish/maintain good working relationships with vendors.

· Set up new vendors making certain that all necessary documentation and approval from Controller/Assistant Controller is obtained.

· Reconcile vendor statements to accounts payable records.

· Perform filing and other accounting related tasks, as required. Take ownership of the accounts payable files for completeness and accuracy.

· Prepare vendor and account analysis spreadsheets upon request, for accounting department staff or budget managers and other miscellaneous analysis as requested by the Controller or VP for Finance and Administration.

· Review and post daily cash receipt and accounts receivable batches. Follow up with the appropriate staff to clear discrepancies or changes needed.

· Run Monthly Reports for Accounts Receivable/Cash Receipt batches and Direct Loans. Verify reports are accurate and balance to expected results.


10. Perform a monthly review of abandoned property for student accounts

· Prepare, send, and track all communications to students to be in compliance with the due diligence required for abandoned property. Provide a monthly report to the Controller

· Report to Student Services the results of each search or communication for their determination of action needed


11. Other duties as required.

Qualifications:

EDUCATIONAL CRITERIA: Bachelor’s degree in Accounting, Business, Finance, or equivalent experience.


EXPERIENCE REQUIREMENTS:

· A minimum of three (3) years’ experience working in administrative and full cycle accounts payable with some general ledger and budget experience;

· Higher education or non-profit experience a plus.

· Excellent written and verbal communication skills, analytical, and problem solving skills.

· Must show attention to detail, possess exceptional organizational, interpersonal and communication skills.

· Ability to work well collaboratively, take initiative, be self-motivated and maintain congeniality and productivity under pressure.

· Energetic with demonstrated ability to multi-task.

· Computer literacy, including high competency in PC software, Microsoft Office, Microsoft Excel spreadsheets and be able to learn software and database programs.

· Must be adept with email and the Internet. A demonstrated willingness to learn is essential. Experience in MS Dynamics (Great Plains) is a plus

· Demonstrated ability to self-direct and work independently

Apply by:
November 30, 2018
About this Organization:
The Boston Architectural College is a dynamic institution on the leading edge of design education. Located in the heart of Boston’s historic Back Bay, the BAC is an independent, accredited college of spatial design, founded in 1889. With over 800 degree program students, the BAC offers undergraduate and graduate programs in Architecture, Interior Design, Landscape Architecture and Design Studies. The BAC stresses excellence in practice-based professional education, and accessibility to the design professions. The BAC has been recognized by DesignIntelligence as providing World-class Programs with High Distinction. BAC Professional & Continuing Education offers classes and certificate programs for design professionals and for those who wish to explore design, renew skills or increase expertise. The Landscape Institute continues its celebrated tradition at the BAC offering in-depth study of horticulture, landscape design, history and preservation. The BAC’s central location and its strong links with the design community make it a strategic educational center for the discussion of design issues.